Getting started · เริ่มต้นใช้งาน

This chapter explains what Panya is, how to open an account and set up your first company, and how screens, keys and documents behave everywhere in the program. Read it once before you start. The later chapters assume you know what is here.

About Panya#

Panya is an online accounting program for Thai businesses. It runs in a web browser, so there is nothing to install. Your books are kept on Panya's servers and you can work on them from any computer. Panya covers the work a Thai SME's books need:

• purchasing and sales documents, with tax invoices;
• receipts and payments, with withholding tax;
• cash, bank and cheques;
• inventory;
• the general ledger and financial statements;
• the tax reports for ภ.พ.30, ภ.ง.ด.3, ภ.ง.ด.53, ภ.ง.ด.54 and ภ.พ.36.

When you post a document, Panya writes its journal entry, its stock movements and its tax records at the same moment. The general ledger, the sub-ledgers (customers, suppliers, stock) and the VAT and WHT reports therefore always agree with each other.

Organizations and companies#

Panya works on two levels.

Companies never share data. A customer, product or account created in one company does not exist in any other, and no report adds companies together. An accounting firm usually keeps one organization with a company for each client. A business group usually keeps one organization with a company for each legal entity.

You sign in once with your email address. If you belong to several organizations, you can move between them without signing in again (see Choosing an organization and company).

Users and roles#

Everyone who uses Panya has their own user account: an email address and a password. The owners and admins of an organization invite people into it and give each person a role.

Owners and admins can open every company in their organization automatically. Accountants, staff and read-only users see only the companies that an owner or admin has granted them. Each grant carries its own role, so one person can be an accountant in one company and read-only in another. Permissions lists exactly what each role may do. Inviting people and granting companies is described in Organization administration.

Plans and file storage#

Panya's accounting is free forever (ใช้ฟรีตลอดไป). Every organization has every module, from purchasing and sales to inventory and the tax reports, with no limit on companies, users or transactions, and can import and export its data for free. There is no trial and no end date, and signing up needs no credit card.

You pay only if you want more file storage for attachments, such as scanned tax invoices and receipts. The free plan has 100 MB for the whole organization. Storage plans of 10 GB, 50 GB, 200 GB and 1 TB start at ฿79 a month; paid yearly, a plan costs ten months. An owner chooses a storage plan on the organization's Plan & usage tab and pays by card or PromptPay; see Plan and usage. Panya AI is free for 20 requests a month; beyond that it uses prepaid AI credits (see AI credits). Panya may also limit the number of free users per organization; until it does, users are unlimited (see User licences).

The pricing section of the Panya website shows the free plan and the storage prices.

Its Panya AI section shows the credit packages and the table What a task costs: suggesting accounts for a document From 1 credit, answering a question or summarizing From 4 credits, reading an invoice or receipt From 3 credits a page, and a larger analysis By usage, estimate shown first. Under the table: A free request covers up to 10 credits of work. Larger requests are charged by use, never more than the estimate shown first.

Billing never locks your books. If a payment fails, or a storage plan is cancelled and its period ends, the organization goes back to the free 100 MB. If its files take more, only new attachments stop: documents, posting, reports and exports keep working, and nothing is deleted. An organization becomes read-only only when Panya operations suspend it. See Plan notices and read-only mode.

The main menu#

Inside a company, the menu on the left has seven numbered groups, in the same order as the top menus of Express.

Work on the organization itself (members, invitations, plan, data export, support access) is done on the organization settings pages, not in the company menu. See Organization administration. The monthly routine and tax filing are collected in Month-end and tax filing.

Tips for Express users#

• The menu groups are numbered as in Express (1 ซื้อ to 7 เริ่มระบบ), and documents use the Express prefixes: IV, HS, SR, RE, RR, HP, GR, PS, JV and so on.
• Enter moves to the next field, F9 saves and posts, and Esc closes a window.
• A document gets its number when you post it, not when you save it. A draft has no number, so deleting a draft never leaves a gap in your tax-invoice numbers.
• A posted document cannot be edited or deleted. To correct it, cancel it (Panya posts a reversing entry) or issue a credit note or debit note.
• One sign-in reaches every company you work on. There are no data files to copy or back up. An owner can export all of the organization's data at any time.

Signing up#

สมัครใช้งาน · Open: Start free on the Panya website

Open the Panya website in your browser. The page explains what Panya does and has the buttons to sign up or sign in.

The bar at the top has Sign in and Start free. If you are already signed in on this browser, they are replaced by Open Panya →. The links in the middle of the bar jump to the features, the Thai tax forms supported, the prices, moving from Express, Panya On-premises and frequently asked questions. The Manual link opens this manual.

Click Start free to open the sign-up form. The button is in the bar, at the top of the page, on the free plan's box in the prices and at the bottom of the page.

Fields#

Creating your account#

1. Click Start free on the website. The Create your Panya account page opens with the cursor in Your name.
2. Type your name.
3. Type the name of your organization, or leave Organization empty if you are waiting for an invitation.
4. Type your email address.
5. Click Create account, or press Enter.
6. The page says Check your email: We sent a link to … Open it to choose your password and finish signing up. Open the email Confirm your email address to finish signing up for Panya and click its link.
7. The Finish signing up page opens. Type a password of at least 10 characters in Choose a password and again in Repeat the password, then click Finish signing up (see Confirming your email address).

Panya signs you in. Where you go next depends on the Organization field:

• You entered an organization: Panya creates it and opens the New company form for it, so you can set up your first company at once. See Creating the first company.
• You left it empty: Panya opens the New organization page. If you are waiting for an invitation, you can leave this page and open the invitation link instead.

The email can take a minute to arrive. If you cannot find it, look in your spam or junk folder, or click Send the email again on the Check your email page (Sent again. Check your inbox (and spam folder).). Use another email address returns to the form; Sign in opens the sign-in page. You cannot sign in before you open the link: the account has no password until you choose it there. If the link is lost or has expired, sign up again with the same address, which sends a new one, or use Forgot your password? on the sign-in page: the reset link also finishes signing up.

Joining an organization by invitation#

When an owner or admin invites you, you receive an email with a link. The link opens a Join page that names the organization, the person who invited you and the role you will have, for example สมศรี ใจงาม invited [email protected] to join as Accountant. What the page asks for depends on your situation.

The bottom of the page shows Valid until and the expiry date. An invitation is valid for 7 days. Accepting an invitation also confirms your email address.

If the invitation can no longer be used, the page says why:

• This invitation has already been accepted.
• This invitation was withdrawn by the organization.
• This invitation has expired. Ask the person who invited you to send a new one.
• Invitation not found — This link is not valid. It may have been replaced by a newer invitation. Use the most recent invitation email.

Messages#

Asking for an On-premises quotation#

On-premises และบริการเสริม · Open: On-premises in the bar at the top of the Panya website

Panya On-premises runs Panya on your own servers. It has no fixed price: Panya quotes for what you need, based on the number of companies and users, your servers, installation and data migration, integrations, security requirements, and maintenance and support. The same section of the website, Panya on your own servers, lists the optional services for Panya Cloud, such as e-Tax Invoice and e-Receipt integration, onboarding and training. None of them is needed to use the accounting. To ask for a quotation, fill in the form next to the lists.

1. Click On-premises in the bar at the top of the website.
2. Choose the topic in What is it about?.
3. Fill in your name and email, and the other fields as far as you can.
4. Click Request a quotation. The button reads Sending… while the request is sent.
5. The form is replaced by Thank you, we have your request and The Panya team will reply by email within two working days.

Panya uses these details only to reply about your quotation, as the note under the form says. The form does not create a Panya account.

Confirming your email address#

ยืนยันอีเมล · Open: the link in the email Confirm your email address to finish signing up for Panya

Right after you sign up, Panya emails you a confirmation link. The link works for 3 days. Opening it finishes signing up: you choose your password, and Panya confirms the address, creates the organization you named and signs you in.

Until an address is confirmed, two things are switched off: inviting people, and emailing documents to customers. A new account is confirmed as it finishes signing up, so only an older account that was never confirmed works in Panya unconfirmed. On such an account, a blue banner at the top of every page says Confirm your email address. We sent a link to … Inviting people and emailing documents work once it is confirmed., followed by a Send the link again link.

To confirm your address:

1. Open the email Confirm your email address to finish signing up for Panya and click the link.
2. To finish signing up, the Finish signing up page asks for your password (Choose the password you will sign in with.). Type it in Choose a password and Repeat the password, and click Finish signing up. Panya signs you in and opens where you start (see Where Panya opens after you sign in).
3. On an account that already has a password, the Confirm your email page says Thank you: … is confirmed. instead. Click Continue to Panya.

If the link has expired or was already used, the page says this confirmation link is invalid or has expired. If you had not finished signing up, sign up again with the same address: Panya sends you a new link. Otherwise sign in and click Send the link again in the blue banner. Panya replies Sent. Check your inbox (and spam folder). You can ask for a new link at most once a minute. If you ask sooner, the banner shows too many requests.

Signing in and out#

เข้าสู่ระบบ · Open: Sign in on the Panya website

The sign-in page asks for your email address and password.

Signing in#

1. Click Sign in at the top of the Panya website. The cursor is already in Email.
2. Type your email address and your password.
3. Click Sign in, or press Enter.

Forgot your password? opens Forgotten password. Create an account opens the sign-up form.

A sign-in does not last forever. After a set time (normally 12 hours), Panya asks you to sign in again. If this happens while you are working, Panya shows the sign-in page and, after you sign in, returns you to the page you were on. A draft you had already saved is kept. Changes you had not yet saved are lost.

Where Panya opens after you sign in#

Panya remembers, in this browser, the organization and company you last worked in. After you sign in it opens:

• the company you last worked in, if you can still open it;
• otherwise, the only company of your organization, if it has just one;
• the New company form, if your organization has no company yet and you are its owner or admin;
• the organization's home page, if it has no company you can open and you are not its owner or admin;
• the New organization page, if you do not belong to any organization;
• otherwise the Organizations & companies page, where you choose (see Organizations and companies page).

Signing out#

Click Sign out at the right end of the bar at the top of the page. It is also on the Organizations & companies page and on your account page. Panya returns to the sign-in page.

Signing out ends your session in this browser only. Other computers or phones where you are signed in stay signed in. To sign them all out, change your password (see Changing your password).

Messages#

Forgotten password#

ลืมรหัสผ่าน · Open: Forgot your password? on the sign-in page

Requesting a reset link#

1. On the sign-in page, click Forgot your password?. The Reset your password page opens.
2. Type your email address in Email.
3. Click Send reset link.
4. The page changes to Check your email: If … has a Panya account, we sent it a link to choose a new password. The link works once, for one hour.

Panya shows the same answer whether or not the address has an account. Nobody can use this page to find out who uses Panya. The email has the subject Reset your Panya password. Back to sign in returns to the sign-in page.

Choosing a new password#

1. Open the email and click the link. The Choose a new password page opens.
2. Type the new password (at least 10 characters) in New password.
3. Type it again in Repeat the new password.
4. Click Set password.
5. The Password changed page says Your new password is set. For safety, every device that was signed in has been signed out. Click Sign in and sign in with the new password.

Setting a new password from the link also confirms your email address. Any other reset links you requested stop working.

Messages#

Your account#

บัญชีผู้ใช้ · Open: click your name in the bar at the top of any page

Your account page shows who you are signed in as, your screen language, the organizations you belong to, and the form to change your password.

← Back to my books returns you to the company you last worked in (or wherever Panya would open after signing in).

Changing your password#

1. Open your account page (click your name at the top right).
2. Type your Current password and your New password.
3. Click Change password.
4. Panya shows Password changed. Other devices have been signed out. You stay signed in on this browser. Every other computer or phone must sign in again with the new password.

Creating an organization#

สร้างองค์กร · Open: New organization on the Organizations & companies page, or New organization… in the organization switcher

You need this page if you signed up without an organization name and now want your own organization, or if you need a second, separately billed subscription. You do not need a new organization for another company. One organization can hold any number of companies.

The page explains: An organization is your Panya subscription: it holds your companies, users and billing. Accounting is free forever, with every module and no limit on companies or users. An accounting firm usually keeps one organization with a company per client.

1. Type the Organization name.
2. Click Create organization (or press Enter).
3. Panya creates the organization on the free plan, makes you its owner, and opens the New company form.

Cancel returns to the Organizations & companies page without creating anything.

Creating the first company#

สร้างกิจการ · Open: organization settings, Companies tab, New company

You can also reach this form from New company on the Organizations & companies page and from New company… in the company switcher. Only owners and admins can create companies. There is no limit on the number of companies.

The form sets up one set of books.

Fields#

Everything except the first fiscal year can be changed later in Setup: the names, tax ID, branch, address and phone, VAT registration and negative stock in 7 Setup → Company, and the VAT rate in 7 Setup → VAT & WHT. The Setup company page also has fields that are not on this form, such as the branch name, the company email and the date display.

Choosing the first fiscal year#

The first fiscal year is the one choice on this form that cannot be undone. Panya opens a fiscal year of 12 monthly periods that starts on the first day of the month you choose. Later years are added one at a time after it, with Open next fiscal year in 5 Accounting → Periods & year end. An earlier year can never be added.

• Use the Christian-era year (ค.ศ.). For a fiscal year starting in January 2569, type 2026, not 2569. If you type 2569, the field shows 2569 BE is 2026 AD: enter 2026 and Create company stays disabled until you correct it.
• Pick the year you start keeping books in Panya. Your opening balances (ยอดยกมา) are dated on the first day of this fiscal year. For example, if you move to Panya with balances brought forward from 31/12/2568, choose Jan and 2026.
• Match the company's fiscal year. For a calendar-year company choose Jan. For a fiscal year from 1 April, choose Apr.
• Do not choose a start later than the first document you need to enter. Panya refuses any document dated before the first fiscal year.

How to bring in the opening balances is explained in Accounting.

Creating the company#

1. Open the organization's settings and click New company on the Companies tab.
2. Type the Company name (Thai), and the English name if you use one.
3. Type the Tax ID and check the Branch.
4. Type the Address and Phone.
5. Choose the month and type the Christian-era year in First fiscal year starts.
6. Check VAT registered and the VAT rate %, and decide on Allow negative stock.
7. Click Create company.

Enter moves from field to field. It does not create the company, so you can move through the form with Enter safely. Panya sets up the books (see below) and opens the new company's dashboard. Cancel returns to the organization settings without creating anything.

What Panya sets up#

A new company starts with a complete working configuration, so you can post documents at once. Every item below can be changed afterwards in the Setup and Accounting menus.

Chart of accounts#

Panya creates a Thai SME chart of accounts (ผังบัญชี). Group accounts (หมวด) only total their sub-accounts and cannot be posted to. Control accounts are kept by the sub-ledgers: only customer, supplier and stock documents post to them, never a journal voucher. The right-hand column shows what Panya uses each account for by default (the default accounts, ผูกบัญชี).

You add, rename and deactivate accounts in 5 Accounting → Chart of accounts, and change the default accounts in 7 Setup → Default accounts. A product or a product category can also name its own sales, purchase or stock accounts. See Setup and Accounting.

VAT rate#

Panya records the VAT rate you entered (7% by default) as the rate in force for every date. The rate carries a note that the reduced rate of 7% runs under Royal Decree No. 807 to 30/09/2570. When the rate changes, you do not overwrite it: in 7 Setup → VAT & WHT you add a new rate with the date it starts. Each document then uses the rate in force on its own date.

Withholding tax types#

Panya creates the common withholding tax types (ประเภทเงินได้ที่หัก ณ ที่จ่าย) with their rates and income types under section 40 of the Revenue Code:

The form a deduction is reported on (ภ.ง.ด.3 for individuals, ภ.ง.ด.53 for companies, ภ.ง.ด.54 for foreign companies) follows the supplier, not the WHT type. Panya also records the reduced 1% rate for payments made through the e-Withholding Tax system, in two periods: 01/01/2566 to 31/12/2568, and 01/01/2569 to 31/12/2570. Check every rate against the current Revenue Department rules before you use it. Rates are edited in 7 Setup → VAT & WHT.

Document numbering#

Every document type gets a number format with the Express prefix and the Buddhist-era year and month, for example IV69100001 for the first credit sale of October 2569. The full list is in Document numbers. Formats are changed in 7 Setup → Document numbering.

Fiscal year and periods#

Panya opens the first fiscal year with 12 monthly accounting periods, all open. Periods are named by month in the Christian era, 2026-01 to 2026-12, and the bar at the top of the page shows the current one, for example Period 2026-10. The fiscal year is named FY2026, or FY2026/2027 when it does not start in January.

Other starting records#

No customers, suppliers or products are created. You add them yourself (see the next section).

Next steps#

After creating the company, work through Setup before you enter documents:

1. 7 Setup → Company: check the details printed on documents, and add the branch name, email and date display.
2. 7 Setup → Default accounts, VAT & WHT, Document numbering, Units & categories: adjust to your practice.
3. 3 Finance → Cash & bank accounts: add your bank accounts.
4. 2 Sales → Customers, 1 Purchasing → Suppliers, 4 Inventory → Products & services: enter or import your master data.
5. 5 Accounting → Opening balances: bring in your balances on the first day of the fiscal year.
6. Organization settings, Users & access: invite the people who will work in the company (see Organization administration).

Messages#

Choosing an organization and company#

Organizations and companies page#

เลือกองค์กรและกิจการ · Open: All organizations… in the organization switcher

This page lists every organization you belong to, with the companies you can open in each.

Each organization has its own box:

• Heading: the organization's name, a badge with its plan (Free, or a storage plan such as 10 GB), and your role there. The badge adds the status when the plan is not simply active, for example 10 GB · past due.
• New company (owners and admins only) opens the New company form.
• Organization settings opens the organization's home page (see the next section).
• Company lines: each company you can open, with its tax ID and your role in it. Click a line to open the company's dashboard.

If an organization has no company yet, the box says No companies yet. If it has companies but none has been granted to you, it says No company access yet. Ask an owner or admin of this organization to grant it. If you belong to no organization at all, the page says so and suggests you create one or ask an owner to add your address.

At the top right are your name, Sign out and New organization (see Creating an organization).

Organization settings home#

ตั้งค่าองค์กร · Open: Organization settings on the Organizations & companies page, or Organization settings… in the company switcher

Each organization has a home page with its settings. The first tab, Companies, is where you open or create companies.

The tabs across the page are:

The Companies tab has three boxes:

• Companies: each company you can open, with its tax ID, your role as a badge, and Open. Owners and admins also see New company.
• Usage · Free plan (with your plan's name): the file storage used against the plan's storage, for example File storage (attachments) 1 KB of 100 MB, and the number of companies, users and transactions posted this month, which have no limit.
• Organization (owners and admins): the Organization name with Rename.

The other tabs are described in Organization administration.

Switching organization or company#

The two drop-down lists at the left of the bar at the top of every page show whose books you are in, and let you move.

Choosing another company opens that company's dashboard. Choosing another organization opens the company you last used there, or its only company. If neither applies, Panya opens the New company form (an organization without companies, for its owners and admins), the organization's home page, or the Organizations & companies page. Switching always reloads the whole page, so nothing from the previous company can stay on screen.

The company screen#

Once a company is open, every page has the same frame: the bar along the top, the menu on the left and the work area in the middle. The dashboard is the first page you see.

The context bar#

The bar along the top of every company page holds the following, from left to right.

Under the bar, banners appear when something needs your attention: the notices about the organization's plan (see Plan notices and read-only mode) and the request to confirm your email address.

The menu#

The menu on the left lists the seven groups described in The main menu. Each item shows its name, with its document code at the right, for example Credit sales IV.

• The top of the menu shows Panya and the company's name. Click it to return to the dashboard (or press Alt+H).
• The page you are on is highlighted.
• 7 Setup → Audit log appears only to users who may change company settings.
• Other items appear to everyone with access to the company. A screen you may only read shows no buttons for new or changed records.

The dashboard#

หน้าหลัก · Open: click the company name at the top of the menu, or press Alt+H

The dashboard gives the state of the company at a glance. Its title is the company's name, and the line under it gives the dates the figures cover, for example This month 01/10/2569 – 17/10/2569 (the first of the month to today).

The Enter a document box has six shortcuts to new documents: Credit sale, Cash sale, Receive payment, Credit purchase, Pay supplier and Journal voucher. Under them, a line such as 1 draft document(s) are not yet posted. warns that some documents are still drafts. This count covers sales and purchase documents, receipts, payments and journal vouchers. Drafts have no effect on the books or the figures above, so post or delete them before you close the month.

The Books integrity box runs Panya's cross-checks every time you open the dashboard. When everything agrees it says All checks pass: the ledger balances and sub-ledgers reconcile. Otherwise it lists each failing check, for example Stock valuation agrees with the inventory control account: red for an error, amber for a warning. Details opens 6 Reports → Integrity checks, explained in Reports.

At the bottom, the Ask Panya card answers questions about the books; see the next section.

Ask Panya#

ถาม Panya · Open: the ✦ Ask Panya card at the bottom of the dashboard

Ask Panya uses Panya AI to answer questions about the company's books in plain words and to write short summaries. It reads only this company's posted entries, and it never posts or changes anything. An answer is a help to understand the figures, not a figure for the books: check it against the reports before you act on it.

The link at the top right of the card shows what is left, for example 18 free requests left · 0 credits, and opens the organization's AI credits tab (see AI credits).

To ask a question:

1. Type the question.
2. Choose the Period.
3. Tick Deeper analysis if you need one.
4. Click Ask, or press Ctrl+Enter in the question box.
5. The answer appears under the buttons, with the question as its title and a line on what it used, for example Free request · 17 free requests left this month · balance 0 credits.

For a quick summary of the period, click one of the buttons after Summarize:: Revenue, Expenses, Cash flow or Receivables. The answer's title is, for example, Summary: Revenue.

What it costs:

• A question or a summary costs from 4 credits: a larger one, over more of the books, can cost more, never more than its estimate. A free request covers up to 10 credits, so it covers an ordinary question whole, and every organization has 20 free requests a month. The line under the buttons says: A question or summary costs from 4 credits (a free request covers an ordinary one). Answers come from posted entries only and can be wrong: check the reports before you act.
• A deeper analysis is charged by what it uses, never more than its estimate; a free request covers its first 10 credits. When it may use more than 10 credits, Panya first opens Confirm the AI estimate: This request may use up to (n) credits. You are charged only what it actually uses, never more than the estimate. Click Run · up to (n) credits to go on, or Cancel to stop without any charge.

Everyone who can open the company can ask, whatever their role. Panya AI is not available to Panya support during a support session. If Panya AI is not set up on the server, the card says Panya AI answers questions about your books and summarizes them. It is not set up on this server yet: ask your Panya administrator.

Messages:

Working in Panya#

The rules in this section apply on every screen.

Choosing the screen language#

Panya shows its screens in Thai or in English. The switch ไทย | EN is near the right end of the bar at the top of every page, and at the top right of the sign-in, sign-up, password and invitation pages. The language in use is shown in bold.

• Click ไทย for Thai screens or EN for English screens. The page is drawn again in that language at once. If a form has changes you have not saved, Panya first asks Leave without saving? Your changes will be lost. (see Entry forms and the Enter key).
• Panya keeps the choice in this browser and, when you are signed in, on your user account. On another computer or phone where no language has been chosen yet, Panya uses your account's language once you sign in. The Language · ภาษา card on your account page makes the same choice.
• Until a language is chosen, Panya follows the browser's language: Thai for a browser set to Thai, English otherwise.
• The Panya website has its own ไทย | EN links at the top. Choosing one there also sets the screen language in that browser.

The language changes the menus, buttons, field names, lists and Panya's messages. It does not change the books:

• Printed and shared documents stay bilingual. Tax invoices, receipts, credit and debit notes, payment vouchers, 50 ทวิ certificates, billing notes, quotations, orders and statements of account always show Thai and English together, as Thai tax documents must be in Thai.
• Numbers stay the same. Document numbers, account codes, amounts and dates do not change with the language. Dates follow the company's Date display setting (see Dates and the Buddhist era).
• Your data stays as entered. Names of customers, products and accounts, memos and reasons appear as they were typed. The chart of accounts Panya creates has Thai account names.

The Manual link in the top bar opens this manual in the screen language. The ภาษาไทย link at the top of a manual page opens the same page of the Thai edition.

Entry forms and the Enter key#

Panya's forms are made for the keyboard, as in Express.

• Enter moves to the next field. It does not save. In a box with several lines (an address, a memo) Enter starts a new line instead.
• Tab and Shift+Tab move forwards and backwards as in any program.
• In the lines of a document, Enter on the last field of the last line adds a new line (Enter on the last field adds a line).
• A field with a red message under it, or a red box at the top of the form, explains why Panya could not save. Correct it and save again.
• Unsaved changes. While a document form has changes you have not saved, Panya asks Leave without saving? Your changes will be lost. before you follow a link to another page, switch company or organization, sign out or change the language. Click Cancel to stay on the form, or OK to leave without saving. Closing or reloading the browser tab asks the browser's own question.

Lookup fields#

Fields that choose a record (a customer, supplier, product, account, warehouse and so on) are lookup fields. They show the placeholder Code or name — Enter to list.

1. Type part of a code or a name, for example C00 or ลูกค้า. After a moment a list of matches opens under the field, showing each record's code and name, sometimes with a hint at the right (for an account, its type).
2. Move the highlight with ↓ and ↑.
3. Press Enter to choose the highlighted record, or click it.

More ways to use a lookup field:

• Press Enter in an empty field to list the first records without typing anything.
• Type a whole code such as C001 and press Enter at once. Panya picks that exact record even if the list has not caught up with your typing.
• Press Tab after typing to choose the highlighted record and move on.
• Press Esc to close the list without changing anything.
• Clear the field to remove the record chosen.

Once a record is chosen, the field shows its code. Point at the field to see the code and the name together. When the list is closed, Enter moves to the next field as usual. If nothing matches, the list says No matches. Check the spelling, or create the record first.

Keyboard shortcuts#

Buttons that have a shortcut show it on the button, for example Save & post F9 and Print / PDF Alt+P.

Lists#

Every menu item for documents opens a list. Document lists work alike; the credit sales list is the example here.

Click a row to open the document, or move to it with Tab and press Enter. A draft opens in its form so you can carry on; a posted or cancelled document opens on its posted document screen.

Dates and the Buddhist era#

Panya shows dates as day/month/year in the Buddhist era (พ.ศ.) by default: 5 October 2026 appears as 05/10/2569. To show Christian-era years instead, change Date display in 7 Setup → Company (see Setup). The setting applies to that company's screens and printouts.

The boxes where you type a date use your browser's own date control. Their appearance follows your computer's language and region settings, and most browsers show the Christian era. The cancel dialog below, for example, shows 05/10/2026 for the document dated 05/10/2569. Click the calendar icon to pick a day, or type the digits in the order the box shows. Whichever era the box uses, Panya stores the same day and shows it in your chosen era everywhere else.

Two more rules depend on the date:

• The period. A document can be posted only if its date falls in an open accounting period (see Accounting).
• The VAT rate. VAT uses the rate in force on the document date.

Amounts and quantities#

• Money is in baht with two decimals and thousands separators, for example 16,435.20. Panya calculates in exact decimals: it never loses or gains a satang through rounding.
• You may type amounts with or without separators (16435.2 or 16,435.20).
• Quantities show up to four decimals, without trailing zeros (12, 2.5, 0.125).
• Printed tax invoices and receipts also give the total in Thai words, for example (หนึ่งหมื่นหกพันสี่ร้อยสามสิบห้าบาทยี่สิบสตางค์).
• Documents in a foreign currency show the currency amounts and their baht equivalents (see Sales and Purchasing).

Messages and notifications#

• A short notice appears for a few seconds after an action succeeds, for example IV69100001 cancelled or Link copied: it works for 30 days. A failed action shows its reason in red the same way.
• A form that cannot be saved shows the reason in a red box at the top. The messages come from Panya's checks and are shown in the screen language, for example accounting period for 2026-10-05 is closed on English screens. Each chapter lists the common ones and what to do.
• If you try something your role does not allow, the message is your role (staff) does not permit this action, with your own role in brackets. Usually you will not get this far, because Panya hides the buttons you may not use.

Document life cycle#

Documents that affect the books (sales, purchases, receipts, payments, deposits, refunds, bank transfers, stock documents and journal vouchers) pass through up to three states.

Quotations, sales orders, purchase orders and billing notes are issued rather than posted, and purchase requisitions are submitted for approval. They create no journal entry; their own life cycles are described in Sales, Purchasing and Finance.

Drafts#

A draft is a document you have saved but not posted.

• Click Save draft (or press Ctrl+S / ⌘S) to keep the document as it is.
• The form's title changes from New invoice to Edit invoice, and the line under it says number assigned when posted.
• A draft has no number and no effect on the ledger, stock, VAT reports or the dashboard figures. It appears in its list with (draft) and the Draft badge, and in the dashboard's draft warning.
• To carry on later, open it from its list.
• To throw it away, open it and click Delete draft, then confirm Delete this draft?. Deleting a draft uses up no number.

Use drafts for documents waiting for a check or an approval, or when you are interrupted.

Posting#

Posting makes the document final. In the document form:

• Save & post (F9) saves and posts in one step. It appears only to roles that may post.
• Preview journal saves the draft and shows the Posting preview: the exact journal entry, stock movements and tax records that posting would produce. Nothing is posted yet. Post now in the preview posts the document; Close returns to the form.

When you post, Panya checks the document and, in one step:

• gives it the next number;
• writes its journal entry;
• moves the stock and records the cost;
• writes the VAT and WHT records;
• marks it Posted, and records who posted it and when.

If any check fails, nothing is written and no number is used. The form keeps what you typed and shows the reason; a draft saved earlier stays a draft. Common reasons are a date outside the open periods, a missing customer or supplier, too little stock, and a company that is not VAT registered. There is no limit on the number of postings.

Why posted documents cannot be changed#

Once posted, a document and its journal entry are fixed. Panya has no Edit or Delete for posted documents, and no one can change them, whatever their role. There are three reasons:

• The tax invoice is a legal record. Once issued to the customer and reported in the VAT return, it must stay as issued.
• Numbers stay unbroken. Tax invoices must be numbered without gaps.
• The audit trail stays complete. Every figure in a report can be traced to the document and the person who posted it, and nothing can disappear.

To correct a posted document you have two ways:

• Cancel it and enter it again. Cancelling posts a reversing entry. The new document gets a new number. Use this for a document entered in error, preferably before it is reported.
• Issue an adjusting document: a credit note (ใบลดหนี้) or debit note (ใบเพิ่มหนี้) for sales, or a purchase return or supplier debit note for purchases. Use this when the customer already has the tax invoice or the VAT has been filed. This is the usual Thai practice. Check with your accountant if unsure.

Cancelling a posted document#

ยกเลิกเอกสาร · Open: Cancel document on the posted document

Only owners, admins and accountants can cancel. The button does not appear for staff or read-only users. The credit sales invoice IV69100001 is the example here.

1. Open the document from its list, for example 2 Sales → Credit sales, then IV69100001.
2. Click Cancel document (the red button at the right of the buttons).
3. Read the explanation in the dialog: A reversing journal entry is posted (stock and tax records are reversed too). The original document and entry are kept for the audit trail.
4. Type the Reason.
5. Check the Reversal date.
6. Click Cancel document. Panya shows IV69100001 cancelled.

Close (or Esc) leaves the dialog without cancelling.

After cancelling, the document shows:

• the Cancelled badge;
• an amber box: Cancelled 17/10/2569: … The original entry is kept and a reversing entry was posted.;
• a Reversal card with the reversing journal entry under the original one.

Its printout is marked ยกเลิก · CANCELLED. The number is never used again, and the document stays in its list with the Cancelled status.

What cancelling records#

Cancelling never edits or deletes the original posting. It adds the opposite.

• Journal: a reversing entry dated on the reversal date, with every debit and credit of the original swapped.
• Stock: goods issued come back at their original cost, and goods received are taken out at their original value. If taking out a receipt would leave a product with a negative value, the difference goes to inventory cost variance (5120) in the same entry.
• Tax: negative VAT and WHT records dated on the reversal date.
• Settlements: if the cancelled document was a receipt, payment or credit note, the invoices it settled become outstanding again.

For example, if the credit sales invoice IV69100001 (see the example below) had no credit note against it and were cancelled with reversal date 20/10/2569, Panya would post:

Panya would also write an output VAT record of −1,075.20 on a base of −15,360.00 in October 2569, and return the 12 keyboards and 12 mice to stock at their original cost.

Messages when cancelling#

Document numbers#

How a number is built#

Panya numbers each document when you post it. The default formats follow Express: a two-letter prefix for the document type, the Buddhist-era year and month, and a running number. The first credit sale of October 2569 is IV69100001.

Things to know about numbers:

• The year and month come from the document's date, not from the day you post it. An invoice dated 30/09/2569 and posted on 2 October still gets a September number, IV6909….
• Numbers follow the order of posting. Within a month, the next document posted gets the next number. If you want numbers and dates to run in the same order, post documents in date order.
• No gaps. A posting that fails gives back its number, and drafts have none. The tax invoices of a month therefore run without gaps.
• Never reused. A cancelled document keeps its number.

The format of every document type, and whether its running number restarts monthly, yearly or never, can be changed in 7 Setup → Document numbering (see Setup). A format can use the Buddhist-era year with two or four digits, the Christian-era year with two or four digits, the month, and a running number of any length.

Default formats#

"Year" is the last two digits of the Buddhist-era year and "month" is two digits. "Yearly" restarts each calendar year.

Journal entry numbers#

Each posting's journal entry has its own number in the book (สมุดรายวัน) it belongs to. These numbers have five running digits.

The invoice IV69100001, for example, is recorded in the sales journal as SJ691000001. The entries are listed in 5 Accounting → Journal entries (see Accounting).

The posted document screen#

เอกสารที่ผ่านรายการแล้ว · Open: click a posted document in its list

Every posted document opens on a screen with the same layout. On the left is the document as it prints. On the right are cards with its status, files, settlements and journal entry. The credit sales invoice IV69100001 to C001 บริษัท ลูกค้าหนึ่ง จำกัด is the example.

Header and buttons#

The header shows the way back to the list (← Credit sales), the document type and number (Invoice IV69100001), its status badge, and under it the document type and the customer: Credit sales · บริษัท ลูกค้าหนึ่ง จำกัด.

The buttons on the right depend on the document type, its state and your role. On a credit sales invoice:

Other document types add their own buttons:

• Issue tax invoice on a delivery note; Enter supplier invoice on a goods receipt.
• Apply credit to invoices on a credit note with unused credit.
• e-Tax email on tax invoices when e-Tax Invoice by Email is switched on.
• Pay on a supplier invoice.
• 50 ทวิ certificate on a payment with withholding tax.

Each is described in its chapter.

Status card#

The Status card summarises the document. For IV69100001 it shows:

Documents in a foreign currency add the total and outstanding amount in that currency, and the exchange rate used. Other items appear when they apply, for example the VAT basis for services taxed on payment, deposits deducted, or the month in which purchase VAT is claimed.

Other cards#

• e-Tax: on VAT documents of a VAT-registered company, the e-Tax status and the ETDA XML download. See Sales.
• Attachments: scanned papers and other files attached to the document. See Attachments.
• Settlements: each receipt, payment or credit note that settled this document, with its date and amount. For IV69100001 it lists the credit note SR69100001 of 16/10/2569 for 952.30. Click a number to open that document. A settling document that is not posted (for example a cancelled one) shows its status, and no longer counts.

Journal entry and Reversal cards#

The Journal entry card shows the entry the posting wrote, with its number. Click the number to open the entry in 5 Accounting → Journal entries. The columns are Account (code and name), Description, Debit and Credit, with a Total line where debits equal credits. A cancelled document shows a second card, Reversal, with the reversing entry.

Here is the whole screen for IV69100001, with its journal entry.

Example: what posting IV69100001 recorded#

The invoice is dated 05/10/2569 and sells 12 ชิ้น of KB-01 คีย์บอร์ดไร้สาย at 890.00 and 12 ชิ้น of MS-01 เมาส์ไร้สาย at 390.00. That gives 15,360.00 before VAT, VAT of 1,075.20 and a total of 16,435.20. Posting it recorded:

Journal entry SJ691000001 (sales journal), dated 05/10/2569

The first three lines record the sale. The last four record the cost of the goods sold, one pair for each stocked product, at its cost on the day.

Tax record: output VAT (ภาษีขาย) on a base of 15,360.00 with VAT 1,075.20, under tax invoice IV69100001 of 05/10/2569. It appears in the output VAT report (รายงานภาษีขาย) for October 2569 and so in that month's ภ.พ.30.

Stock: 12 keyboards and 12 mice issued from the warehouse on each line, at cost.

Sub-ledger: 16,435.20 owed by C001, due 04/11/2569. After the credit note SR69100001 for 952.30, 15,482.90 remains outstanding.

Each document chapter shows the entries for its own documents.

Printing and PDF#

พิมพ์เอกสาร · Open: Print / PDF on a posted document, or Alt+P

1. Open the document and click Print / PDF (or press Alt+P).
2. Your browser's print window opens, showing only the document: the menu, buttons and side cards are left out. The page is A4 with 12 mm margins.
3. Choose a printer and print. For a PDF file, choose Save as PDF (or Microsoft Print to PDF on Windows) as the printer and save.

Printed tax documents carry the company's name, address, tax ID and branch; the customer's details; the lines; the totals in figures and in Thai words; and signature lines. They print in Thai and English, whatever the screen language. A cancelled document prints with ยกเลิก · CANCELLED under its title.

Reports, statements of account and 50 ทวิ certificates print the same way, with Alt+P or their own print button.

Sending documents by link#

ส่งเอกสาร · Open: Send… or Copy link on a posted document

Panya can email a customer or supplier a link to a document. The link opens a read-only copy of the document that the recipient can view and print without a Panya account. Each link works for 30 days and shows that one document only.

Which documents can be sent#

Send… and Copy link appear on these documents, for users who may enter documents:

• posted credit sales, cash sales, credit notes, debit notes and delivery notes;
• posted receipts and deposit receipts (deposits received);
• issued quotations, sales orders and purchase orders (not drafts or cancelled ones);
• issued billing notes;
• customers' statements of account.

Drafts can never be sent.

Sending by email#

You must have confirmed your own email address before you can send (see Confirming your email address).

1. Open the posted document and click Send….
2. Check the To address, add copies and a message if needed.
3. Click Send. Panya shows, for example, Invoice IV69100001 sent to ….

The email has the subject Invoice IV69100001 from บริษัท ตัวอย่าง เทรดดิ้ง จำกัด. It says, in English and Thai, that the company sent the document, and gives the link (valid for 30 days). When PDF files are available on your Panya service, it also gives a link to download the PDF. Cancel closes the dialog without sending. Panya records every sending in the audit log.

Copying a link#

Copy link creates a new link to the document and copies it, without sending any email. Panya confirms Link copied: it works for 30 days. Paste it into LINE, a chat or your own email.

What the recipient sees#

The link opens a page with the document's name and the company's name at the top, a Print button, and Download PDF where PDF files are available. Below is the document exactly as it prints, in Thai and English. The page's buttons follow the language of the recipient's browser. After 30 days the page says This link has expired or was withdrawn. Please ask the sender for a new one.

Messages#

Attachments#

ไฟล์แนบ · Open: the Attachments card on a document

You can keep the paper behind a transaction with the document: the supplier's tax invoice, a signed delivery note, a contract, a bank slip. Attachments are kept for the company, count towards the organization's file storage, and stay with the document permanently. The free plan has 100 MB of file storage for all the companies of the organization; an owner can choose a larger storage plan (see Plan and usage).

The Attachments card appears on the screen of a posted or cancelled document:

• sales and purchase documents of every kind;
• receipts, payments and deposits;
• quotations, orders and purchase requisitions;
• journal vouchers;
• stock adjustments and stock transfers.

To attach to a draft, save and post it first. Attachments are not part of the posted document, so you can add and remove them after posting.

Attaching a file#

1. Open the document.
2. Click Attach file in the Attachments card and choose one or more files. Or drag the files from your computer onto the card; the card is highlighted while you drag.
3. Panya shows … attached (or 2 files attached), and the card's title shows the number of files, for example Attachments (2).

Opening and removing files#

• Each file is listed with its name and size. Point at the size to see who attached it and when.
• Click the name to download the file.
• To remove a file, click ✕ at the end of its line and confirm Remove …?.

An empty card says No files yet. Drop a scan or PDF here (up to 10 MB).

When the file storage is full#

If a file would take the organization past its file storage, it is not attached. A red line at the top of the card shows the reason, for example file storage is full: 95.3 MB of 100 MB used; upgrade the storage plan or remove files to add more, with a Storage plans link to the organization's Plan & usage tab.

Only new attachments stop. You can still open and remove files, and enter, post, print and export as usual; nothing is deleted. To attach more, remove files you no longer need, or ask an owner to choose a larger storage plan.

Messages#

Permissions#

What you can do depends on your role. In a company, the role is your organization role for owners and admins, or the role in your grant for that company otherwise. See Users and roles.

What each role may do in a company#

What each role may do in the organization#

How Panya applies permissions#

• Buttons are hidden. You do not see New …, Save & post, Cancel document, Send…, Attach file or editing buttons you may not use. Setup pages you may not change are shown read-only.
• Panya checks again on every action. If you try anyway (for example from an old browser tab after your role was changed), the action is refused with your role (…) does not permit this action.
• Read-only covers all companies alike. If Panya operations suspend the organization, every role, owners included, loses the right to change data until the suspension is lifted (see below). The plan never takes rights away: every plan has every module and report exports.
• Who has access. 7 Setup → Users & roles lists the people who can open the company, their role in it, and whether they reach it as an organization owner or admin or through a company grant. Owners and admins manage users from the organization's Users & access tab (see Organization administration).

Plan notices and read-only mode#

Billing never stops your bookkeeping. A failed payment or a storage plan that ends only takes the paid file storage away: the organization goes back to the free 100 MB, and the books, reports and exports keep working. Panya never deletes or changes accounting data because of the plan.

Subscription banners#

A banner under the bar at the top of the page tells you when the organization's plan needs attention. Each banner ends with a Subscription & plan link to the organization's Plan & usage tab.

When the free 100 MB is less than the files already stored, new attachments stop until files are removed or a larger storage plan is chosen; see Attachments. Nothing else stops.

What still works#

An organization becomes read-only only when Panya operations suspend it, for example in a case of abuse or under a legal order. In read-only mode, everyone can:

• sign in;
• open every company, document, list and report;
• print, and export reports;
• change their own password.

Owners can still export all of the organization's data.

Nothing can be created, changed, posted, cancelled, attached or sent. Panya hides the buttons for these actions. If one is tried, Panya refuses it with the reason from the table above. As soon as Panya lifts the suspension (see Organization administration), everything works again with all data as it was.

Where to go next#

• Setup · เริ่มระบบ: company details, default accounts, VAT and WHT, numbering, units, users.
• Purchasing and Sales: entering the day's documents.
• Finance: receipts, payments, cash, bank and cheques.
• Inventory: products, warehouses and stock.
• Accounting: journal vouchers, opening balances, periods and year end.
• Reports: financial statements, VAT and WHT reports, integrity checks.
• Organization administration: members, invitations, plan and file storage, export and support access.
• Month-end and tax filing: the checklist for closing a month and filing ภ.พ.30 and ภ.ง.ด.